Marketing Project Coordinator

About the role

Heritage Auctions, the world’s largest collectibles auctioneer, is celebrating its 50th anniversary in 2026. Headquartered in Dallas, Texas, with offices across the United States and around the world, Heritage serves more than 50 auction categories, including Coins, Sports, Comics, Entertainment, Historical, Jewelry, Fine and Decorative Art, Luxury Accessories, Wine, and many more. The company offers a collaborative, fast-paced environment where curiosity is valued, expertise is celebrated, and every day offers an opportunity to work with remarkable pieces of history and culture.

Heritage Auctions is seeking a highly organized, resourceful Marketing Project Coordinator to manage multiple projects, balance competing deadlines, and keep work moving through consistent follow-up. This position coordinates marketing projects for an assigned group of auction categories, serving as the day-to-day contact between category representatives and the Marketing Department. The role involves gathering information, organizing requests, tracking progress, and ensuring materials move through design, approval, and delivery on schedule. Training on auction marketing processes and systems will be provided. The ideal candidate brings strong project coordination skills, the ability to learn quickly, anticipate next steps, communicate confidently, and take increasing ownership of assigned categories.

Responsibilities

• Coordinate a high volume of marketing projects across multiple auction categories, keeping track of overlapping deadlines and projects at different stages.
• Gather project requirements, copy, images, specifications, and approvals; follow up proactively when information is missing.
• Create and maintain accurate project requests, schedules, and status updates in Robohead.
• Coordinate print advertisements, direct mail, brochures, and other auction marketing materials according to established plans and production timelines.
• Monitor progress daily, identify potential delays, and take action before deadlines are affected.
• Route proofs, communicate revisions, and secure final approvals.
• Lead regular check-in meetings with category representatives to review upcoming projects, priorities, and outstanding items.
• Communicate deadlines and production requirements clearly, including explaining how changes or late submissions affect delivery.
• Work with your manager to resolve conflicting priorities and requests that fall outside established timelines.
• Apply training and feedback to manage assigned projects with increasing independence.

Requirements

• Experience coordinating multiple projects, requests, or schedules in a busy environment. Relevant backgrounds may include project coordination, account support, marketing support, production coordination, or administrative operations.
• Demonstrated ability to manage competing priorities while maintaining accuracy and meeting deadlines.
• Strong follow-through and a proactive approach to obtaining information, resolving questions, and keeping others informed.
• Professional confidence when communicating with different personalities, following up on overdue items, and reinforcing deadlines.
• Ability to learn new processes quickly, apply feedback, and use what you have learned to handle similar situations independently.
• Sound judgment about when to take action, ask questions, or involve a manager.
• Strong written communication, attention to detail, and proficiency with Microsoft Outlook, Excel, and Word.

Preferred qualifications

• Some experience supporting marketing projects or coordinating promotional materials.
• Familiarity with print production, proof reviews, or approval workflows.
• Experience using project management software such as Robohead, Asana, or Monday.com.

Benefits

• Medical, Dental, Vision coverage
• Paid time off
• 401k savings plans
• Onsite gym with access to a personal trainer

Schedule

Full-time onsite position at the Dallas Headquarters.

Location

South of Dallas/Fort Worth International Airport, NW corner of W. Airport Freeway (Hwy. 183) and Valley View Lane.